SAMPLE FORMS Note: The sample forms contained herein have been created in a generic format in order to be applicable to the office administering this project (Capital Planning, Design and Construction or an individual campus).
Sample Forms Form Name Form Number List of Proposed Subcontractors...701.04 Certification (Bid)...702.03 Bidders Bond...702.09A Noncollusion Affidavit...701.05 Small Business Preference and Certification Request...none Certification of Appropriate License and California Company...701.08 Bid Proposal Signature Page...701.06 Expanded List of Subcontractors...701.04A DVBE Transmittal Form...none Summary of Disabled Veteran Owned Business Participation...none Bidder s Certification (DVBE)...none Documentation of Good Faith Effort (3 pages)...none Agreement (one page, two-sided)...702.01 Payment Bond...702.09 Performance Bond...702.15 Certification (Contract)...702.03 Payee Data Record...STD. 204 Notice to Proceed...702.16 Site Survey and Acceptance...702.08 Fair Employment Practices Compliance Report (one page, two-sided)...702.18 Subcontractor Status Report... 701.04S Contractor s Payment Request...702.12 Request for Payment for Materials on Hand...702.17 Schedule of Values...702.21 Uniformat Building Systems Breakdown by Discipline...702.21A Cost Request Bulletin...702.20 Hourly Labor Rate Worksheet...none Change Order Request Summary (General Contractor)...703.34 Change Order Request Summary (Subcontractor)... 703.34S Change Order...703.04 Guarantee Quality and Performance...702.19 Notice of Completion...702.02 Punch List...702.07 End of List
LIST OF PROPOSED SUBCONTRACTORS (to be submitted with bid) Counterpart No. Project No. Pursuant to the provisions of Public Contract Code Section 4100 et seq., bidder shall set forth: (a) the name and location of the place of business of each subcontractor who will perform work or labor or render service to prime contractor in or about the construction of the work or improvement, or a subcontractor licensed by the State of California, who, under subcontract to the prime contractor, specially fabricates and installs a portion of the work or improvement according to detailed drawings contained in the plans and specifications, in an amount in excess of one-half of one percent of prime contractor s total bid; (b) the portion of the work which will be done by each such subcontractor under this act. Prime contractor shall list only one subcontractor for each such portion as is defined by prime contractor in its bid. All work in excess of one-half of one percent of this bid, for which no subcontractor is listed below, shall be performed by the bidder. Non-small businesses that claim the small business preference and commit to subcontract at least 25% of its net bid price with one or more small businesses shall list those small businesses hereon and indicate that they are small businesses. See California Code of Regulations, Title 2, Section 1896 et seq. Within 24 hours of bid opening, bidders shall submit the Expanded List of Subcontractors, and if small businesses have been listed by non-small business bidders who have claimed the small business preference, those bidders shall indicate the proposed dollar amount and percentage of total work that each small business subcontractor shall perform. Bidder shall not substitute any subcontractor in place of any subcontractor which is listed below or permit any subcontractor to be assigned or transferred, or allow work to be performed by anyone other than the designated subcontractor, or sublet or subcontract any of the work in excess of one-half of one percent of this bid as to which a subcontractor is not herein designated, except as otherwise provided in the Subletting and Subcontracting Fair Practices Act. Substitution of any small business subcontractor by a non-small business claiming the small business bid preference shall be done pursuant to the provisions of California Code of Regulations, Title 2, Section 1896.10. Small Business Name of Address of Subcontractor? Portion of Work Subcontractor Subcontractor Indicate Yes or No 701.04 1/05
CERTIFICATION Counterpart No. Project No. Contract No. This is to certify that I am the (Insert title such as Secretary or Assistant Secretary) of (Insert name of corporation/sole proprietorship) ; and that the attached resolution is a true and accurate copy, as the same appears in the Minutes of the Board of Directors of the Corporation; and that said resolution was duly adopted by the Board of Directors of the Corporation at its meeting on.* Dated: (Insert date) Signature Title of person making certification IMPORTANT NOTE (Be sure that a copy of the resolution authorizing a person to execute contract documents or to execute a bid submittal is attached to this certification. If more than one resolution is attached, the form must be modified to reflect that fact.) *Note: If company is a sole proprietorship, the resolution is not required. 702.03 7/03
BIDDERS BOND Know All Persons by These Presents: Counterpart No. Project No. THAT WE as Principal, and as Surety, are held and firmly bound unto the Trustees of the California State University hereinafter called the Trustees, in the penal sum of TEN PERCENT (10%) OF THE TOTAL AMOUNT OF THE BID of the Principal above named, submitted by said Principal to the said Trustees for the work described below, for the payment of which sum in lawful money of the United States, well and truly to be made, we bind ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these presents. IN NO CASE shall the liability of the Surety hereunder exceed the sum of 10% of Bid. THE CONDITION of this obligation is such that: WHEREAS, the Principal has submitted the above-mentioned bid to the Trustees for certain construction specifically described as follows, for which bids are to be opened at on at for contract Project Description (Exact description of work and location as given in the proposal) NOW, THEREFORE, if the aforesaid Principal is awarded the contract, and, within the time and manner required under the specifications, after the prescribed forms are presented to the principal for signature, enters into a written contract, in the prescribed form, in accordance with the bid, and files the two bonds with the Trustees, one to guarantee faithful performance and the other to guarantee payment for labor and materials, as required by law, then this obligation shall be null and void, otherwise, it shall be and remain in full force and virtue. In the event suit is brought upon this bond by the Obligee and judgment is recovered, the Surety shall pay all costs incurred by the Obligee in such suit. IN WITNESS WHEREOF, We have hereunto set our hands and seals on this day of, 20 CONTRACTOR AS PRINCIPAL (SEAL) SURETY (Surety Name) (Address) (SEAL) By: Signatures executed in behalf of the Surety must be properly acknowledged. 702.09A 1/01
NONCOLLUSION AFFIDAVIT TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID FOR Project No. Project Name, being first duly sworn, deposes and says that he or she is of the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Signature 701.05 1/01
SMALL BUSINESS PREFERENCE AND CERTIFICATION REQUEST (Bidders requesting a 5% Small Business Preference must sign below and enclose this form in the Bid Package) Project No. Project Name The undersigned hereby requests preference as a Small Business and further certifies under penalty of perjury, that the firm still meets the requirements of the California Code of Regulations, Title 2, Section 1896 et seq. NOTICE TO ALL BIDDERS: Section 14835 et seq. of the California Government Code, requires that a five percent preference be given to bidders who qualify as a small business. The rules and regulations of this law, including the definition of a small business for the delivery of service, are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulations is available upon request. If your firm is a Small Business and wishes to claim the small business preference, which may not exceed $50,000 for any bid, your firm must have its principal place of business located in California, have a complete application (including proof of annual receipts) on file with the Small Business & DVBE Services Branch, in the Procurement Division of the State of California Department of General Services, by 5:00 p.m. on the date bids are opened, and be verified by such office. Or, if your firm is a Non-Small Business and wishes to claim the small business preference, your firm must notify the Trustees by signing below, that your firm commits to subcontract at least 25% of its net bid price with one or more small businesses, submit a timely responsive bid, list the small business subcontractors and include name, address, phone number, portion of the work to be performed, and the dollar amount and percentage per subcontractor, and be determined a responsible bidder. Questions regarding the preference approval process should be directed to Small Business & DVBE Services, telephone (800) 559-5529 or (916) 375-4940, address: 707 Third Street, First Floor-Room 400, West Sacramento, CA 95605, or if by mail: P.O. Box 989052, West Sacramento, CA 95798-9052. You can also reach them via email (osdchelp@dgs.ca.gov) or on the Internet: www.pd.dgs.ca.gov/smbus. IMPORTANT NOTICE (Read before signing) The Small Business Preference and Certification Request must be signed in the same name style in which the bidder is licensed by the Contractors State License Board. Bidders bidding jointly or as a combination of several business organizations are specially cautioned that such bidders must be jointly licensed and approved in the same form and style in which the bid is executed. Legal Name Style of Bidder(s) Signature of Bidder Date In the event the bidder has received assistance in obtaining bonding for this project, it shall set forth the name and nature of the firm providing such assistance. Should the firm be listed as a subcontractor, bidder shall set forth the percentage of the contract to be performed by the subcontractor. Name of Firm Is Firm Above a Listed Subcontractor? Yes No Percentage Special attention is directed to section 1896.16 for penalties for furnishing incorrect supporting information in obtaining preference. 1/05
CERTIFICATION OF APPROPRIATE LICENSE AND CALIFORNIA COMPANY (Public Contract Code, Chapter 6100 et seq.) Project No. Project Name The undersigned bidder declares: 1) That the attached pocket license or certificate of licensure is the Contractor s, is current and valid, and is in a classification appropriate to the work to be undertaken on the above-referenced project for which bidder is submitting a bid, per Public Contract Code Section 6100(b). Attach a copy of the pocket license issued from Contractor s State License Board. 2) The bidder qualifies as a California Company per Public Contract Code Section 6107. Check one of the following statements that applies to the bidder: Bidder has its principal place of business in California. Bidder has its principal place of business in a state in which there is no local contractor preference on construction contracts. Bidder has its principal place of business in a state in which there is a local contractor construction preference, and bidder has paid not less than five thousand dollars ($5,000) in sales or use taxes to California for construction related activity for each of the five years immediately preceding the submission of this bid. If bidder does not qualify as a California company (and has not checked one of the above statements), please complete the following information: State in which Bidder has its principal place of business Amount of the local contractor construction preference offered The undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed on this day of, 20, at, California. Signature of Bidder or officer of Bidder authorized to execute contracts Print or type name of person signing Print or type name of business entity Address 701.08 1/01
BID PROPOSAL FORM SIGNATURE PAGE Project No. The undersigned bidder hereby submits this bid and agrees to the terms and conditions thereof: Date: License Number: A. If bidder is an individual proprietorship: (Name of Firm)* (Postal Address of Firm) (Signature of Individual)** (Phone Number) B. If bidder is a partnership: (Name of Firm)* (Postal Address of Firm) (Signatures)** (Phone Number) C. If bidder is a corporation: (Name of Corporation)* (Postal Address of Principal Office of Corporation) (Signature of Person Who Signs for Corporation)*** (Title of Person Who Signs Above)** (State of Incorporation) (Phone Number) D. If bidder is a joint venture: Check here. An affidavit of joint venture must be filed prior to bid opening as provided in Article 2.02 of the Contract General Conditions. Each member of the joint venture should fill in the above information corresponding to the member s type of business organization. If the joint venture has more than one of the same types of business organizations, additional pages containing the required information and signatures should be added and attached to this proposal form. Any such attachments are a part of this proposal form. * Name must be same as appears on State contractor s license. ** If signature is by an agent, other than an officer of a corporation or a member of a partnership, a power of attorney must be on file with the Trustees before bid opening or be submitted with this bid. *** A certified copy of corporate board action authorizing execution of this contract must be submitted on forms prescribed by the Trustees. 701.06 1/01
EXPANDED LIST OF SUBCONTRACTORS (to be submitted within 24 hours after bid opening) Project No. This form shall contain the information for all subcontractors listed on the List of Proposed Subcontractors submitted with the bid, per Contract General Conditions, Article 2.06-b. No subcontractor shall be added or deleted. If Contractor is a non-small business and has requested the small business preference, it shall indicate the dollar and percentage amount bid for each small business subcontractor s portion of work. All licenses shall be verified with the Contractors State License Board. In the Insurance column, indicate whether the subcontractor will carry its own insurance, or whether the subcontractors without individual insurance policies are insured by the Contractor. If the subcontractor will carry its own insurance, check S in the insurance column; if not, check C which will indicate that the subcontractors without individual insurance policies are insured by the Contractor. Indicate by a check mark next to Name if the subcontractor is a subsidiary or is owned or partially owned by the contractor (share profits). Contractor will be required to submit a Subcontractor Status Report, when requested by the Trustees, to demonstrate compliance with the Subcontracting Fair Practices Act (Public Contract Code Section 4100 et seq.) Portion Full Name and Address Insurance Verified Dollar and % Amount of Bid for of Work of Subcontractor (Indicate by (Check One) License No. Small Bus. Subcontractors Check if Owned or Partially Owned) Name Street Name Street Name Street Name Street Name Street Name Street (S) (C) $, % City, ST, Zip (S) (C) $, % City, ST, Zip (S) (C) $, % City, ST, Zip (S) (C) $, % City, ST, Zip (S) (C) $, % City, ST, Zip (S) (C) $, % City, ST, Zip Signature of Contractor: 701.04A 1/05
THE TRUSTEES OF Disabled Veteran Business Enterprise (DVBE) Participation Requirement DVBE Transmittal Form The DVBE Transmittal Form is to be attached and used as a cover sheet for the required DVBE documentation that must be submitted within two (2) business days following the bid opening date. Campus: Project Name: Project Number: Bid Date: Name of Contractor Submitting Bid: Please check off the following to insure you have included them in your documentation: Attachment 1: Summary of DVBE Participation Attachment 2: Bidder s Certification of DVBE Status of Subcontractors and Suppliers Attachment 3 (3 Pages): Documentation of Good Faith Effort Attachment of Any Additional Supporting Documentation 1/01
THE TRUSTEES OF Attachment 1 SUMMARY OF DISABLED VETERAN OWNED BUSINESS PARTICIPATION COMPANY NAME NATURE OF WORK CONTRACTING WITH TIER CLAIMED DVBE VALUE $ PERCENTAGE OF CONTRACT (%) OSMB DVBE CERTIFICATION I declare under penalty of perjury, under the laws of the State of California, that the information herein is true and correct to the best of my knowledge. Executed on:, at _ in the state of Date City Signature of Contractor or Authorized Agent Project Name Project Number ( ) Printed Name Firm Name Telephone 1/01
THE TRUSTEES OF Attachment 2 BIDDER'S CERTIFICATION DISABLED VETERAN BUSINESS ENTERPRISE STATUS OF SUBCONTRACTORS AND SUPPLIERS I hereby certify that I have made a diligent effort to ascertain the facts with regard to the representations made herein and, to the best of my knowledge and belief, each firm set forth in this bid as a disabled veteran business enterprise complies with the relevant definition set forth in law. In making this certification, I am aware of Section 12650 et seq. of the Government Code providing for the imposition of treble damages for making false claims against the State, Section 10115.10 of the Public Contract Code making it a crime to intentionally make an untrue statement in this certificate, and the provisions of Section 999.9 of the Military and Veterans Code. Date Signature of Authorized Agent Title 1/01
THE TRUSTEES OF DOCUMENTATION OF GOOD FAITH EFFORT Attachment 3 Page 1 of 3 A. List below the contacts made with the CSU, other state and federal agencies and Disabled Veteran Business Enterprise (DVBE) organizations in an effort to identify potential DVBEs for participation in this contract. Include dates, times, contact names and phone numbers. DATE/TIME AGENCY/ORGANIZATION CONTACT/PHONE # CALIFORNIA STATE UNIVERSITY STATE AGENCIES FEDERAL AGENCIES LOCAL AGENCIES/ORGANIZATIONS B. Vendors are to list trade papers and other publications focusing on DVBEs in which the bidder advertised for participation in this contract. Include the date of advertisement and attach copies of such advertisements. Name of Trade/Focus Publications Dates of Advertisement 1. 2. 3. Contractor/Bidder Name: 1/01
THE TRUSTEES OF Attachment 3 Page 2 of 3 DOCUMENTATION OF GOOD FAITH EFFORT C. List potential DVBEs that the bidder solicited for participation in this contract along with the dates the solicitations were sent. Contractor/Bidder to attach a sample of the solicitation sent to DVBE firms. If phone contact was made, please describe the services or products for which you solicited participation. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Date of Results Selected/Reason DVBE Firm Date of Mailing Telephone Contact for Non-Selection D. DVBE Solicitations Solicitation Sample: Bidder must attach a sample of the solicitation sent to DVBE firms. If phone contact was made, document conversation: date, time, contact person, and business opportunities discussed. 1/01
THE TRUSTEES OF Attachment 3 Page 3 of 3 DOCUMENTATION OF GOOD FAITH EFFORT Identification of (1) all DVBEs who submitted bids or quotations. (2) nature of work, supplies or services offered which are not accepted, (3) dollar amounts of the DVBEs bids not accepted, (4) subcontractors and/or suppliers who will be used instead of the DVBEs, (5) dollar amounts of these subcontractors and/or suppliers bids, and (6) the reason for the bidder not accepting the DVBE's bid. Use additional sheets if necessary. Name of DVBE (1) Nature of Work (2) DVBE Bids ($) (3) Subcontractor/ Supplier to be used (4) Bid Amount Accepted (5) Reason Not Accepted (6) Recommendation CSU OFFICE USE ONLY Met Goals Did exert good faith effort Did not exert good faith effort Approved Signed: Disapproved DVBE Coordinator Date: 1/01
AGREEMENT Contract No. Counterpart No. THIS AGREEMENT, made on, BY AND BETWEEN THE TRUSTEES OF THE CALIFORNIA STATE UNIVERSITY, acting in behalf of the State of California, hereinafter designated the Trustees, and hereinafter designated the Contractor. WITNESSETH 1. That the Contractor, in consideration of the covenants and agreements herein contained on the part of the Trustees, covenants, promises and agrees with the Trustees, at his own proper cost and expense, to furnish all labor, materials, and equipment, and to perform all work necessary to construct and complete in a good workmanlike and substantial manner, and to the satisfaction of the Trustees, the Project Number: Project Name: Campus: in accordance with the contract documents (as defined in Article 1.00 of the Contract General Conditions) as approved by and on file with the Trustees and are made a part of this agreement by this reference. The Contractor agrees to receive and accept the sum of as full compensation therefor, and also, unless expressly excepted in the contract documents, as full compensation for the following: all loss or damage, arising out of the nature of the work, or from the action of the elements or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the work until its acceptance by the Trustees and for all risks of every description connected with the work, and for all expenses incurred by or in consequence of the suspension or discontinuance of work, and for well and faithful completion of the work in the manner and according to the contract documents and the requirements of the Trustees under them. Payment will be made in accordance with Article 8.02 of the Contract General Conditions. 2. That the Trustees hereby promise and agree with the Contractor to employ, and do hereby employ, the Contractor to provide the materials and do the work according to the terms and conditions herein contained and referred to, for the price aforesaid, and hereby agree to pay the same at the time, in the manner and upon the conditions set forth herein, and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. 702.01 1/02
Counterpart No. Contract No. Project No. 3. That the starting date of the contract will be fixed by the Trustees as of a date within fifteen (15) calendar days after the date of approval of the contract by the Office of General Counsel, California State University, and in such manner that the Contractor will have been notified in writing at least five (5) calendar days prior to the date fixed for starting, and the Contractor shall fully complete all the work of the contract, in first class working order and ready for acceptance by the Trustees, on or before the expiration of calendar days from the starting time so fixed. The Contractor will pay to the Trustees the sum of for each day completion is delayed beyond the time prescribed, in accordance with Article 7.02 of the Contract General Conditions. 4. That should there be any conflict between the terms of the Proposal Form and the other contract documents, the other contract documents shall control, and nothing contained herein shall be considered as an acceptance of any terms of the Proposal Form in conflict herewith. 5. Contractors are required by law to be licensed and regulated by the Contractor s State License Board. Any questions concerning a contractor may be referred to the registrar of the Board. IN WITNESS WHEREOF, the parties to these presents have hereto set their hands the year and date first above written. CONTRACTOR (State full legal name of business entity; check appropriate box below.) Contractor s Federal ID No. Sole Proprietorship Partnership Corporation Limited Liability Company By: Other (specify) Contractor s License No. Name, Title TRUSTEES I hereby certify that I have examined the written contract and find the same to be in accordance with the requirements of the California State University Contract Law. CHRISTINE HELWICK GENERAL COUNSEL By: Nam e, Title Department By: Date Approved as to Funds: Approved as to Scope: UNIVERSITY ACCOUNTING FUNDING CERTIFICATION Appropriation: Fund: Item: Accounting Officer Name, Title University Facility Planner 702.01 1/02
PAYMENT BOND Know All Persons by These Presents: Counterpart No. Contract No. Project No. THAT WHEREAS, the State of California acting by and through the Trustees of the California State University, hereinafter called the Trustees, has awarded to as Principal, hereinafter designated as the Contractor, a contract for the work described as follows: Project No.: Project Name: Campus: AND WHEREAS, the Contractor is required to furnish a bond in connection with said contract, to secure the payment of claims of laborers, mechanics, and other persons, as provided by law: NOW, THEREFORE, we the undersigned Contractor and Surety are held and firmly bound unto the State of California through the said Trustees in the amount required by law, in the sum of: for which payment well and truly to be made we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION of this obligation is such, That if the Contractor, his, her, or its heirs, executors, administrators, successors or assigns, or subcontractors shall fail to pay any of the persons referred to in Civil Code Section 3181 or amounts due under the Unemployment Insurance Code with respect to work or labor performed by any such claimant, that the Surety or Sureties herein will pay for the same, in an amount not exceeding the sum specified in this bond, otherwise the above obligation shall be void. In case suit is brought on this bond, the said Surety will pay a reasonable attorney s fee to be fixed by the court. This bond shall inure to the benefit of any of the persons referred to in Civil Code Section 3181 so as to give a right of action to such persons or their assigns in any suit brought upon this bond. Any such right of action shall be subject to the provisions of Civil Code Section 3267. IN WITNESS WHEREOF, We have hereunto set our hands and seals on this day of, 20 CONTRACTOR AS PRINCIPAL (SEAL) SURETY (Surety Name) (Address) (SEAL) Signatures executed in behalf of the Surety must be properly acknowledged. By: 702.09 1/01
Know All Persons by These Presents: PERFORMANCE BOND Counterpart No. Contract No. Project No. THAT WHEREAS, the State of California acting by and through the Trustees of the California State University, hereinafter called the Trustees, has awarded to as Principal, hereinafter designated as the Contractor, a contract for the work described as follows: Project No.: Project Name: Campus: AND WHEREAS, the Contractor is required to furnish a bond in connection with said contract, guaranteeing the faithful performance thereof: NOW, THEREFORE, we the undersigned Contractor and Surety are held and firmly bound unto the State of California through the said Trustees in the sum of: to be paid to the said Trustees, State or its certain attorney, its successors and assigns: for which payment, well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION of this obligation is such, That if the above bounden Contractor, his, her, or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and agreements in the foregoing contract and any alteration thereof made as therein provided, on his, her, its or their part to be kept and performed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless the State of California, its officers and agents, as therein stipulated, then this obligation shall become and be null and void; otherwise, it shall be and remain in full force and virtue. IN WITNESS WHEREOF, We have hereunto set our hands and seals on this day of, 20 CONTRACTOR AS PRINCIPAL (SEAL) SURETY (Surety Name) (Address) (SEAL) By: Signatures executed in behalf of the Surety must be properly acknowledged. 702.15 1/01
CERTIFICATION Counterpart No. Project No. Contract No. This is to certify that I am the (Insert title such as Secretary or Assistant Secretary) of (Insert name of corporation/sole proprietorship) ; and that the attached resolution is a true and accurate copy, as the same appears in the Minutes of the Board of Directors of the Corporation; and that said resolution was duly adopted by the Board of Directors of the Corporation at its meeting on.* Dated: (Insert date) Signature Title of person making certification IMPORTANT NOTE (Be sure that a copy of the resolution authorizing a person to execute contract documents or to execute a bid submittal is attached to this certification. If more than one resolution is attached, the form must be modified to reflect that fact.) *Note: If company is a sole proprietorship, the resolution is not required. 702.03 7/03
STATE OF CALIFORNIA PAYEE DATA RECORD (Required in lieu of IRS W-9 when doing business with the State of California) STD. 204 (REV. 2-99) NOTE: Governmental entities, federal, state, and local (including school districts) are not required to submit this form. SECTION 1 must be completed by the requesting state agency before forwarding to the payee 1 PLEASE RETURN TO: DEPARTMENT/OFFICE STREET ADDRESS CITY, STATE, ZIP CODE TELEPHONE NUMBER PURPOSE: Information contained in this form will be used by state agencies to prepare information Returns (Form 1099) and for withholding on payments to nonresident payees. Prompt return of this fully completed form will prevent delays when processing payments. (See Privacy Statement on reverse) 2 PAYEE'S BUSINESS NAME SOLE PROPRIETOR--ENTER OWNER'S FULL NAME HERE (Last, First, M.I.) MAILING ADDRESS (Number and Street or P. O. Box Number) (City, State and Zip Code) 3 PAYEE ENTITY TYPE CHECK ONE BOX ONLY MEDICAL CORPORATION (Including dentistry, podiatry, psychotherapy, optometry, chiropractic, etc.) EXEMPT CORPORATION (Nonprofit) ALL OTHER CORPORATIONS PARTNERSHIP ESTATE OR TRUST INDIVIDUAL/SOLE PROPRIETOR NOTE: State and local governmental entities, including school districts are not required to submit this form. 4 PAYEE'S TAXPAYER I.D. NUMBER 5 PAYEE RESIDENCY STATUS SOCIAL SECURITY NUMBER REQUIRED FOR INDIVIDUAL/SOLE PROPRIETOR BY AUTHORITY OF THE REVENUE AND TAXATION CODE SECTION 18646 (See reverse) FEDERAL EMPLOYERS IDENTIFICATION NUMBER (FEIN) CHECK APPROPRIATE BOX(ES) SOCIAL SECURITY NUMBER - - - IF PAYEE ENTITY TYPE IS A CORPORATION, PARTNER- SHIP, ESTATE OR TRUST, ENTER FEIN. IF PAYEE ENTITY TYPE IS INDIVIDUAL/SOLE PROPRIETOR, ENTER SSAN. California Resident - Qualified to do business in CA or a permanent place of business in CA Nonresident (See Reverse) Payments to nonresidents for services may be subject to state withholding WAIVER OF STATE WITHHOLDING FROM FRANCHISE TAX BOARD ATTACHED SERVICES PERFORMED OUTSIDE OF CALIFORNIA NOTE: Payment will not be processed without an accompanying taxpayer I.D. number. NOTE: a. An estate is a resident if decedent was a California resident at time of death. b. A trust is a resident if at least one trustee is a California resident. (See reverse) 6 I hereby certify under penalty of perjury that the information provided on this document is true and correct. If my residency status should change, I will promptly inform you. CERTIFYING SIGNATURE AUTHORIZED PAYEE REPRESENTATIVE'S NAME (Type or Print) TITLE SIGNATURE @ DATE TELEPHONE NUMBER 204PRT.FRP
STATE OF CALIFORNIA PAYEE DATA RECORD STD. 204 (REV. 2-99 (REVERSE) ARE YOU A RESIDENT OR A NONRESIDENT? Each corporation, individual/sole proprietor, partnership, estate or trust doing business with the State of California must indicate their residency status along with their taxpayer identification number. A corporation will be considered a resident if it has a permanent place of business in California. The corporation has a permanent place of business in California if it is organized and existing under the laws of this state or, if a foreign corporation has qualified to transact intrastate business. A corporation that has not qualified to transact intrastate business (e.g., a corporation engaged exclusively in interstate commerce) will be considered as having a permanent place of business in this state only if it maintains a permanent office in this state that is permanently staffed by its employees. For individuals/sole proprietors, the term resident includes every individual who is in California for other than a temporary or transitory purpose and any individual domiciled in California who is absent for a temporary or transitory purpose. Generally, an individual who comes to California for a purpose which will extend over a long or indefinite period will be considered a resident. However, an individual who comes to perform a particular contract of short duration will be considered a nonresident. For withholding purposes, a partnership is considered a resident partnership if it has a permanent place of business in California. An estate is considered a California estate if the decedent was a California resident at the time of death and a trust is considered a California trust if at least one trustee is a California resident. ARE YOU SUBJECT TO NONRESIDENT WITHHOLDING? Payments made to nonresident payees, including corporations, individuals, partnerships, estates and trusts, are subject to withholding. Nonresident payees performing services in California or receiving rent, lease or royalty payments from property (real or personal) located in California will have 7% of their total payments withheld for state income taxes. However, no withholding is required if total payments to the payee are $1500 or less for the calendar year. A nonresident payee may request that income taxes be withheld at a lower rate or waived by sending a completed form FTB 588 to the address below. A waiver will generally be granted when a payee has a history of filing California returns and making timely estimated payments. If the payee activity is carried on outside of California or partially outside of California, a waiver or reduced withholding rate may be granted. For more information, contact: Franchise Tax Board Nonresident Withholding Section Attention: State Agency Withholding Coordinator P.O. Box 651 Sacramento, CA 95812-0651 Telephone: (916) 845-4900 FAX: (916) 845-4831 If a reduced rate of withholding or waiver has been authorized by the Franchise Tax Board, attach a copy to this form. More information on residency status can be obtained by calling the Franchise Tax Board at the numbers listed below: From within the United States, call...1-800-852-5711 From outside the United States, call...1-916-845-6500 For hearing impaired with TDD, call...1-800-822-6268 PRIVACY STATEMENT Section 7(b) of the Privacy Act of 1974 (Public Law 93-5791) requires that any federal, state, or local governmental agency which requests an individual to disclose his social security account number shall inform that individual whether that disclosure is mandatory or voluntary, by which statutory or other authority such number is solicited, and what uses will be made of it. The State of California requires that all parties entering into business transactions that may lead to payment(s) from the State must provide their Taxpayer Identification Number (TIN) as required by the State Revenue and Taxation Code, Section 18646 to facilitate tax compliance enforcement activities and to facilitate the preparation of Form 1099 and other information returns as required by the Internal Revenue Code, Section 6109(a). The TIN for individual and sole proprietorships is the Social Security Number (SSN). It is mandatory to furnish the information requested. Federal law requires that payments for which the requested information is not provided be subject to a 31% withholding and state law imposes noncompliance penalties of up to $20,000. You have the right to access records containing your personal information, such as your SSN. To exercise that right, please contact the business services unit or the accounts payable unit of the state agency(ies) with which you transact that business. Please call the Department of Finance, Fiscal Systems and Consulting Unit at (916) 324-0385 if you have any questions regarding this Privacy Statement. Questions related to residency or withholding should be referred to the telephone numbers listed above. All other questions should be referred to the requesting agency listed in Section 1. 204PRT.FRP
UNIVERSITY NOTICE TO PROCEED Date Contractor Address City, ST Zip Contract No. Project Name and No. Contract Amount: $ In accordance with the provisions of the contract general conditions, you are hereby notified to commence work on the subject contract on or before and are to fully complete the work within consecutive calendar days in accordance with your contract completion date of. The contract provides for assessment of liquidated damages of $ for each consecutive calendar day that is required to finish the work after the contract completion date. Sincerely, Name Construction Administrator Department 702.16 1/01
PROJECT CONTRACTOR ARCHITECT PROJECT NO. CONTRACT NO. DATE SITE SURVEY AND ACCEPTANCE Contractor s Representative Inspector Title Date cc: Construction Administrator Inspector Contractor Architect 702.08 1/01
TRUSTEES OF THE CALIFORNIA STATEUNIVERSITY LOCATION PROJECT CONTRACT NO. 1. NAME AND ADDRESS OF CONTRACTOR PRIME SUB 2. Have you established a company-wide employment policy to assure that equal employment opportunity is given to all persons without regard to race, color, religion, ancestry, or national origin? 3. Have you notified all supervisors, foremen, and other personnel officers in writing of the anti-discrimination clause and their responsibilities under it? 4. Have notices setting forth the provisions of the Fair Employment Practices Section been posted in conspicuous places available to employees and applicants for employment on this project? 5. Have the Company s employee referrals, including unions, employment agencies, advertisements, Department of Employment, etc., been notified of the contents of the anti-discrimination clause? 5a. Has this been done in writing? 6. Has each such employee referral advised the Company that it will refer all qualified applicants for employment to the company without regard to race, color, religion, ancestry, or national origin? 7. Has a collective bargaining agreement or other contract or understanding been made with a labor union (or unions) which covers the performance of any work on this project? 7a. Do you operate under an Association Master Labor Agreement? If your answer is yes, state the name of the Association. Yes No Are copies of those agreements on file with the awarding authority? 7b. If you do not operate under an Association Master Labor Agreement, then indicate what steps you have taken to attempt to develop an agreement which will: (1) Spell out responsibilities for nondiscrimination in hiring, referral, upgrading, and training. (2) Otherwise implement an affirmative anti-discrimination program in terms of the unions specific area of skill and geography, to the end that qualified minority workers will be available and given an equal opportunity for employment. In addition, if you have reached such an agreement, attach a copy of the provisions thereof which bear on (1) and (2) above. 8. Have you encountered any opposition to the anti-discrimination clause by individuals, firms, or organizations? If your answer to No. 8 is Yes, identify the individual, firm, or organization and briefly describe the nature of the opposition. Yes No 9. Check principal sources for employee referrals: a) Const. Workers Dept. of Emp. Emp. Agencies Direct Hiring Union Other b) Other Workers 10. The following person or persons are responsible for determining whom to hire or whether or not to hire workers on this particular project: 11. Do you employ or intend to employ apprentices on this project? Indicate who is responsible for selection of such apprentices: Employee of Contractor Joint Apprenticeship Comm Union Other QUESTIONS 12 THROUGH 14 TO BE FILLED OUT BY PRIME CONTRACTOR ONLY: 12. Have you awarded any subcontracts in excess of $5,000 for work covered by your contract? 13. Have the anti-discrimination provisions been included in each of said subcontracts? Yes Yes No No 14. Have all such subcontractors been instructed to file compliance reports and have they been furnished with report forms? 702.18 1/01 SEE INSTRUCTIONS ON REVERSE SIDE Page 1 of 2
FAIR EMPLOYMENT PRACTICES COMPLIANCE REPORT INSTRUCTIONS TO CONTRACTORS This compliance report is required by the Fair employment Practices provisions of State contracts financed with State funds when the amount of such contract exceeds $5,000. This report is to be completed in its entirety for each prime contract and all first tier subcontracts in excess of $5,000. The prime and subcontract report shall be submitted by the prime contractor to the awarding authority within ninety (90) calendar days after approval of the contract. For contracts scheduled to be completed in less than ninety (90) calendar days, such report shall be submitted within ten (10) days after commencing work. Additional sheets of paper may be attached, if necessary, to submit explanations or further information. If the answer to any of the questions indicates noncompliance with the anti-discrimination provision of the contract, a brief explanation of such answer must accompany the report. It shall be the further responsibility of the contractor to keep the information contained in the compliance report current, and should there be changes in the contractor s agreements with employee referrals, including unions or in the individuals responsible for hiring, etc., which would change the answers submitted by the contractor in his original questionnaire, the contractor should file a supplementary report containing revised answers to the applicable questions. Such changes from the original report are to be submitted in duplicate. Upon completion of the contract, the contractor must submit a final statement of compliance, including statements that the original compliance report was submitted, that any changes in the original report were reported, and that the requirements of the Fair Employment Practices section were complied with during the contract. If such a statement cannot be submitted in its entirety, a statement along the same lines with the exceptions noted must be submitted. The State may require submission of additional information or reports on compliance at any time. 702.18 1/01 Page 2 of 2
SUBCONTRACTOR STATUS REPORT Project No. This form shall contain the information for all first tier subcontractors working on this project, the portion of work, the base subcontract value, and if the subcontractor is owned or partially owned by the Contractor (share profits). Full Name of Subcontract Share Portion of Work Subcontractor Value Profits (Check Yes or No) (Y) (N) (Y) (N) (Y) (N) (Y) (N) (Y) (N) (Y) (N) (Y) (N) (Y) (N) (Y) (N) (Y) (N) (Y) (N) (Y) (N) Signature of Contractor: Date 701.04S 1/01
PROJECT CONTRACTOR ARCHITECT PROJECT NO. CONTRACT NO. DATE CONTRACTOR S PAYMENT REQUEST NO. To the best of my knowledge and belief, I certify that all items, units, prices, and quantities listed below on this payment request are correct, that all work has been performed and materials supplied in full accordance with the conditions of Project Construction Contract, that the following is a true and correct statement of the Contract Account for the period covered by this request, and that none of the TOTAL AMOUNT DUE THIS CONTRACT PAYMENT REQUEST has been received. I further certify that all applicable provisions of the following have been observed: California State University Contract Law, Government Code, Labor Code and Executive Orders. 1. OBLIGATIONS: a. Original Contract Award $ b. Change Orders Approved to Date $ c. TOTAL CONTRACT OBLIGATION TO DATE... $ 2. PAYMENTS DUE THIS REQUEST: a. Earned to Date $ b. Earned on Change Orders to Date $ c. TOTAL EARNED TO DATE... $ d. Total Retention to Date (5%) $ e. Net Due on Earned to Date (2c. minus 2d.) $ f. Advance for Allowed Materials on Hand (90% of value listed on Form 702.17, Request for Payment for Materials on Hand) g. Total Payment Due to Date (2e. plus 2f.) $ h. Less Previous Payments (item g. from previous claim) $ i. TOTAL AMOUNT DUE THIS CONTRACT PAYMENT REQUEST... $ $ Contractor: Date: By: Title: CONTRACT PAYMENT APPROVALS This certifies that the above-named Contractor is entitled to the Contract Payment listed as item 2i. above, and no part of this amount has been previously paid to this firm. Inspector Date Architect Date Approved for Payment Construction Administrator Date 702.12 1/05
PROJECT CONTRACTOR ARCHITECT PROJECT NO. CONTRACT NO. DATE REQUEST FOR PAYMENT FOR MATERIALS ON HAND ESTIMATE NO. In accordance with the provisions of the Contract General Conditions, request is made for payment of materials on hand for the following materials: ITEM NUMBER QUANTITY DESCRIPTION OF MATERIAL STORED VALUE STORED AT Affidavit: The materials listed above have been purchased exclusively for use on the above-referenced project. The material is separated from the other like materials and is physically identified as our property for use only on the subject contract. The Trustees may enter upon the premises for the purposes set forth in the General Conditions of the contract for inspection, checking or auditing, or for any other purpose as you consider necessary. It is expressly understood and agreed that this information and affidavit is furnished to the Trustees for the purpose of obtaining payment for the above materials before they are delivered to, or incorporated into, the project described above, and that the storage thereof at the location shown is subject to, and under the control of, the Trustees. (Verified) Inspector Contractor 702.17 1/01
PROJECT CONTRACTOR ARCHITECT PROJECT NO. CONTRACT NO. DATE SCHEDULE OF VALUES ACCOUNT NUMBER FEATURES OF CONTRACT WORK COST % COMPLETE EARNED TO DATE 702.21 1/01
PROJECT CONTRACTOR ARCHITECT PROJECT NO. CONTRACT NO. DATE UNIFORMAT BUILDING SYSTEMS BREAKDOWN BY DISCIPLINE Symbol Description Value SUBSTRUCTURE A10 Foundations A20 Basement Construction B10 B20 B30 C10 C20 C30 D10 D20 D30 D40 D50 D5030 E10 E20 F10 F20 F2020 G10 G20 G30 G40 G60 Z10 SHELL Superstructure Exterior Closure Roofing INTERIORS Interior Construction Stairways Interior Finishes SERVICES Conveying Systems Plumbing Systems HVAC Systems Fire Protection Systems Electrical Systems (other than telecom) Telecom EQUIPMENT & FURNISHINGS Equipment Furnishings OTHER BUILDING CONSTRUCTION Special Construction Selective Demolition (other than hazmat) Hazmat Abatement BUILDING SITEWORK Site Preparation Site Improvements Site Civil/Mechanical Utilities Site Electrical Utilities Other Site Construction GENERAL TOTAL AWARDED CONTRACT VALUE 702.21A 1/01
PROJECT CONTRACTOR ARCHITECT PROJECT NO. CONTRACT NO. DATE COST REQUEST BULLETIN NO. CONTRACTOR Please provide the Architect/Engineer with a detailed breakdown of the costs and justification for any time required, if any, for performing the following work or making the deletions or substitutions described. REASON FOR REQUEST: DESCRIPTION: REFERENCE: a. This Bulletin is complete. b. See attached documents as follows: (A/E to list all attachments.) NOTES: a. Submit costs and time only. b. None of the work described in the Bulletin shall be performed until authorization to proceed with the change is received. cc: Project Manager/Construction Inspector Construction Administrator 702.20 1/01
PROJECT CONTRACTOR SUBCONTRACTOR PROJECT NO. CONTRACT NO. DATE HOURLY LABOR RATE WORKSHEET (Reference Contract General Conditions, Article 6.01-c) TRADE: CLASSIFICATION: Prevailing Wage Rate Item % Rate Regular Time Overtime Double Time Notes Base Labor Rate $ - $ - $ - Fringe Benefits: Pension Health/Welfare Training/Certification Vacation/Holiday Other Fringe Benefits Subtotal $ - $ - $ - Total Hourly Rate $ - $ - $ - Burden: Taxes & Insurance FICA Medicare Federal Unemployment California Unemployment Workers Compensation Liability Ins. Premium (for labor only) Other Burden Subtotal $ - $ - $ - Allowable cost of labor per CGC 6.01-b(1) Contractor Liability Insurance N/A N/A N/A Included in OH&P per CGC, 6.01-b(4) Small Tools N/A N/A N/A Included in OH&P per CGC, 6.01-b(4) Other (warranty, record N/A N/A N/A Included in OH&P per CGC, 6.01-b(4) drawings, payment bonds, performance bonds, etc.) TOTAL HOURLY RATE $ - $ - $ - Note: For change order work, mark-ups for overhead and profit shall be applied to the above rates (these rates are subject to audit) in accordance with the provisions of the Contract General Conditions, Article 6. Mark-up rates for utility repair work shall be adjusted in accordance with Article 4.08-e. By signing below, the submitter certifies and declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Rates certified by: Company Name: (print name) Signature: CSU 1/05